Understanding Interviewer Calendar Invites in Guide

Guide creates Google Calendar events for scheduled interviews and adds your interviewers as attendees. What they see in the invite (title, description, video link, scorecard/interview kit, candidate and job details) comes from Guide settings plus any edits you make when scheduling.

📬 How Interviewer Invites Are Sent

When an interview is confirmed, Guide automatically creates an event on the interviewer’s calendar and sends them their invite via email.

When you complete a schedule or update an interview this is what happens:

Calendar event — Guide creates or updates an interviewer Google Calendar event with the interview time, conferencing/location, and a structured description (interview kit, interviewers, candidate/job info, hiring team, link to the Guide, and your custom Interviewer instructions).

Which calendar — Events are written to the calendar you selected as your default interviewer calendar upon set up. If you are scheduling manually, and choose to change this, you can click on "Edit Default calendar" to select another scheduling calendar you have access it.

Email notifications — Behavior depends on your organization:

Scheduling settings → Send interviewer invites via Google — When enabled, Google sends invite and update emails to attendees. Scheduler notes can appear at the top of the event description.
Notify interviewers (on the scheduler review step) — When enabled, Guide sends its own notification emails (and Slack RSVP prompts when Slack is configured).

When Google is already sending emails, Guide may skip duplicate emails to interviewers but still handle cases such as notifying the scheduler.

RSVP — Interviewer responses sync from Google Calendar and appear in Guide (for example on scheduling views and interviewer avatars).

If Notify interviewers is off, Guide may still create the calendar event; interviewers might not receive a separate Guide email unless your Google setting sends one.

To preview an interviewer's invite:

📋 What’s in the invite

Each interviewer invite typically includes:

Event title — From Invite title settings or your edits on review.
Time and timezone — Shown in the calendar event; some tokens in instructions use the interviewer’s timezone.
Video or location — From the interview’s conferencing or room settings.
Guests — Assigned interviewers (and optional participants if you add them on review).
Description — Auto-generated sections (interview kit/scorecard link, interviewer list, candidate and job details, interview name and time, hiring team, Guide link, etc.) plus your Interviewer instructions block.

Your ATS interview kit link appears when Guide has kit data for that interview; it is not a generic “ATS link” only.

⚙️ Default content and where it’s configured

You can set defaults without scheduling every interview from scratch:

Location	What you configure
Organization / interview template / interview settings	Invite template, Invite title, Interviewer instructions, Calendar privacy
Scheduling plan → Calendar invites	Interviewer Invite calendar, privacy, per-interview overrides, Preview
Account → Scheduling settings	Send interviewer invites via Google, Default calendar for interviewer invites

Note: more specific settings override broader ones (for example, a scheduling plan override on a specific interview type).

Choosing an Invite template fills Invite title and Interviewer instructions from a saved Interviewer interview confirmation template. Editing the template in Guide updates the template library. Changing title/instructions on a single schedule only affects that interview unless you save those changes back into settings or a template.

✏️ Editing Interviewer Calendar Templates

Calendar event templates can be edited directly during the send step:

In the Review + Send screen, click the event title or body preview
Edit the template using available tokens (e.g. {{candidate.first_name}}, {{interview.stage}})
Save changes — Guide will remember your latest version for next time
Pro-tip: you can select a Guide or Greenhouse interview confirmation template to populate the custom instructions field

Custom instructions will be included in the calendar invite and description above the auto-populated interview information.

🔒 Calendar privacy

Calendar privacy controls how much detail appears on interviewer calendars (for example when events are marked private). Some organizations require all events to be private; in that case the control is locked.

🧠 Tips

Tokens can pull in details like recruiter names, candidate prep links, or interview stage
Using templates from Greenhouse or Guide for custom instructions: these templates are separate from email templates (they apply to calendar events only)
Interviewer instructions are for extra context; Guide already adds candidate, job, interview, scorecard/kit, and conferencing details.
Interviewer interview confirmation templates apply to calendar content, not candidate confirmation emails.
Ensure schedulers have write access to the default or selected interviewer calendar; otherwise Guide may fall back to personal calendars. See Setting up your default calendars.